Receipt Requirements
Required Information
To process reimbursements efficiently, all submitted receipts or invoices must include the following detailed information:
- Specific Items Purchased: All items purchased should be listed, including the quantity, unit price, and total cost for each item.
- Date of Transaction: Clearly indicate the date when the purchase was made.
- Total Amount Paid: Provide the total amount paid, including all items and taxes.
- Vendor Information: Name and contact of the vendor.
- Payment Information: Detail how the payment was made (e.g., credit card, cash, bank transfer).
Purchase orders are not considered proof of payment for SEC. Once an item has been received and full payment has been processed to the vendor, the status in HokieMart will update to "Paid." This process may take up to 30 days. Reimbursement requests may be submitted to the SEC only after this status change is reflected.
Examples of Valid Receipts
Examples of Invalid Receipts
No vendor information, payment information, and transaction date.
No information about the vendor, payment, and cost breakdown for each item. This also contains an unelgible promotional line item. However, this one has an easy fix, click "View Invoice" and submit the provided invoice.
No information about the vendor, payment, and transaction date.